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laF[ <br />INDIAN RIVER COUNTY <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />DATE: April 7, 2022 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: Jason E. Brown, County Administrator <br />Kristin Daniels, Budget Director <br />FROM: Jennifer Hyde, Purchasing Manager <br />SUBJECT: Adoption of Revised Purchasing Manual <br />BACKGROUND: <br />Indian River County Code Chapter 105 details Purchasing procedures and limits, and specifically <br />establishes the County Administrator's purchasing authority. Other local purchasing thresholds and <br />policies are established under the County Administrator's authority and detailed in the Purchasing <br />Manual, as required by County Code Section 105.06. The Purchasing Manual is reviewed at least <br />annually and updated as needed. Staff has identified several modifications to the Purchasing Manual <br />that should be made to enhance the efficiency of our procurement processes, and ensure compliance <br />with recent changes to Statute and the Code of Federal Regulations. <br />Although the County Administrator has authority to approve changes to the manual, staff presents the <br />changes to the Board and the public as a courtesy. The new manual will be posted to the County web <br />site for easy access. <br />DISCUSSION: <br />The notable modifications made to the Purchasing Manual include: <br />✓ Updated the sections of 2 C.F.R. referenced as applicable to federally -funded procurements, as <br />an additional section was added relating to domestic preference in procurements that involve <br />iron, aluminum, steel, cement and other manufactured products. Also added requirement for <br />U.S. Flags purchased for display at County facilities to be Made in the U.S.A. <br />✓ Updated name of ERP software system from Munis to Tyler Enterprise ERP <br />✓ Clarified authorities to waive bid technicalities and irregularities to match authority levels for <br />award <br />✓ Removed 24-hour time limit for departments to provide missing information to requisitions <br />before they are rejected by the Purchasing Division <br />✓ Added instruction that when quotes are obtained, the lowest quote is expected to be selected <br />✓ Added requirement for shipping to be included in requisition total, due to change in invoice <br />processing procedures <br />✓ Added the steps for purchase order deductive change orders <br />✓ Added vendor requirement to participate in E -Verify, as required by 287.137, Florida Statutes <br />✓ Updated Purchase Order Exempt items <br />53 <br />